The right facilities management partner will exhibit top leadership traits, but using the best CMMS is key to providing best-in-class advice to reduce spend and boost profitability. A CMMS (Computerized Maintenance Management System) gives Facilities Managers a 360-degree view into current maintenance needs, spend, and planned activities. However, not all CMMS platforms are equal, and finding the right CMMS vendor will be challenging. Fortunately, Facilities Managers that can recognize when a CMMS is necessary, understand its essential features, and follow a few best practices can make sure the system, which is really a digital facilities management partner, is right for your company.
Warning Signs That You Need a CMMS or Facilities Management Partner
A CMMS might seem like a no-brainer in modern facilities management, but in the age of shrinking budgets, more Facilities Managers may be faced with the decision to still use outdated, paper-based systems. Unfortunately, even those using a CMMS may lack insight and the ability to understand facilities spend. Some of the common warning signs that the existing maintenance management system is outdated include:
- Uncertainty into work order timing, scheduling, completion, and payment processing.
- Inability to identify facility asset make, model, serial number, and work history.
- Intangible service level agreements, such as vendor service calls that are to random technicians for help.
- Substandard service level agreements that do not define service expectations.
- An existing CMMS that is severely limited in capacity and does not provide an estimated time to repair.
- Inability to track work order history, even those that do not involve major facility assets, like landscaping or even custodial services.
Features of the Best Facilities Management Partner’s CMMS
The best facilities management partners, as well as a CMMS, will encourage active employees, proactive thinking, and bolstered revenue, which further reduces employee turnover, says Harvard Business Review. Additional features of today’s high-quality must include these key features:
- Analytics identifying system performance.
- Analytics into field service vendor performance.
- Access to complete asset work order history.
- Ability to drill down into costs associated with certain vendors.
- Internet-connected systems that immediately notify vendor networks.
- Access to a nationwide vendor network.
- Reduction in the amount of time necessary to submit a work order.
- Ability to access the system from multiple locations.
How to Select the Right CMMS
Facilities Managers should be the first person to assess a new CMMS for possible implementation. To select the right system, follow these steps:
- Choose an internet-based system.
- Make sure it can track field service vendor performance.
- Use information gathered in the system to improve facility conditions.
- Consider a facilities management partner that provides a CMMS, like QSI Facilities.
- Choose a system that offers work order scheduling for multiple types of work orders, ranging from emergency services to preventative maintenance.
- Use a system that tracks maintenance spend, as well as the remaining budget.
Gain Control Over Maintenance with the Right Partner and CMMS
Knowing more about the use of a facilities management partner and CMMS will help guide new and experienced Facilities Managers through the process of selecting a facilities management system provider. Plus, outsourcing part of the workload can effectively help your organization do more with less. If you are ready to get started with a partnership you can trust, visit QSI Facilities online today.